Senior Office Operations Administrator

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.

At Husch Blackwell we believe that diverse, equitable and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better.

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Senior Office Operations Administrator position. This position is open in our Nashville, TN office and will work onsite at least 4 days per week.

Under the direction of the Regional Director – Client Delivery, or Office Administrator, the Senior Office Operations Administrator (Sr. OOA) will assist in managing onsite operational and administrative functions in an office where an OA is not located. This role will be responsible for monitoring local office adherence to Firm guidelines, best practices, and procedures. Based on the size and needs of the office, the Sr. OOA will perform a variety of administrative and operational support tasks, including supervising designated onsite Business Professionals in Office Administration and Legal Admin Services. This role will lead the office in creating a positive, welcoming, collegial, and professional environment. Essential functions include:

• Act as point of contact for Firm departments, local staff, and attorneys with specific office-related questions.
• Work successfully in a team environment, solving problems, communicating in a positive manner, and supporting the success of the local office, the Firm, and various teams.
• Liaison with landlord regarding building maintenance issues.
• Demonstrated ability to quickly learn, adopt, and master existing and emerging technologies relevant to the role.
• Provide guidance and assign projects to Office Administrative Coordinator(s). 
• Advanced assistance with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe, and PowerPoint. 
• Process expenses, expense reimbursements, and invoices via Emburse. 
• Process, name, save, and retrieve documents using Netdocs, the Firm’s document management system.
• Operate office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters.
• Scan, save, manipulate, and email documents. 
• Schedule and coordinate meetings, including Outlook calendaring, Maptician, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation.
• Monitor office internal HuB page for correct information and update as needed.
• Serve on local office emergency preparedness and safety team.
• Oversee all aspects of facilities management, ensuring operational efficiency, safety, and compliance, while maintaining a meticulous attention to detail in identifying and resolving issues proactively.
• Planning and executing local Esprit de corps activities.
• Planning and executing local staff appreciation events and firm charitable fundraising events, such as the United Way, or other campaigns. 
• Planning, managing, and monitoring of local operational and Office Managing Partner budgets.
• Planning, creating agendas, and participating in local staff meetings.
• Provide marketing material or logo branding information for local sponsorships.
• Managing and disbursing local sporting event tickets (if applicable). 
• Onboarding new attorneys and business professionals, including initial orientation overviews of local office facilities/parking information and office tours.
• Help recruit and select direct report business professionals.
• Provide oversight of onsite business professionals, including Legal Support business professionals and others, as needed.
• Supervise and manage workflow of direct reports.
• Participate in professional development of direct reports.
• Facilitate and participate in the performance evaluation process for applicable business professionals.
• Assist with salary administration for direct report business professionals.
• Provide motivation, counseling, and discipline for business professionals and, when necessary, participate in terminations.
• Assist in monitoring/managing WC claims, FMLA claims, etc.
• Maintain time and attendance records for direct reports.
• Interact and collaborate with other onsite supervisors.
• Frequent communication with Regional Director or OA regarding:
  • Employee relations issues, including non-compliance with Firm policies and procedures.
  • Concerns regarding workflow or legal/administrative support.
  • Inclement weather, civil unrest, or other local conditions that may require early closing, evacuations, or activation of the emergency notification system.
  • Issues with building maintenance or equipment. 
  • Issues with equipment, facilities, furniture, and appliances not maintained by the landlord.

Additional duties may include:

• Review and approve timecards and PTO requests for local staff.
• In conjunction with the IT department, provide remote support with inventory, trouble-shooting end user issues, back-up for video conferences, Teams meetings, or presentation set-ups.
• Print local checks.
• Make bank deposits.
• Manage local parking and security passes, including adding and deleting cards in the security system. 
• Review, sort, scan mail, and maintain IG files. 
• Coordinate catering needs for meetings.
• Maintain library and loose filing updates.
• Assist with coordination of internal office relocations, order name plates and business cards.
• Maintain workrooms, including supply orders and stocking.
• Maintain kitchen/break rooms, including supply orders and stocking.
• Provide back up for Office Administrative Coordinators in home office, including Front Desk coverage as needed. 
• Understand emergency procedures; respond appropriately if emergencies arise and serve on office emergency preparedness and safety team.
• Other projects assigned by Senior Leadership.

PHYSICAL REQUIREMENTS

This position requires team members to regularly situate themselves to work with office equipment. Individuals in this role frequently move office equipment weighing up to 50 pounds throughout the office; they need to occasionally move about inside the office to access file cabinets, office equipment, and work at other employees’ stations. They frequently operate a computer and other office equipment. This role requires individuals frequently communicate with other professionals and must be able to exchange accurate information. Team members must be able to remain in a stationary position 50% of the time.

POSITION REQUIREMENTS

• High School Diploma or GED required; 2‐ year degree preferred or commensurate professional and educational experience.
• 5+ years relevant experience required, preferably in a professional services environment.
• Basic proficiency in Microsoft Office Suite required.
• Previous receptionist or similar telephone experience preferred.
• Proactively demonstrate effective teamwork and communication with team members and all Firm personnel.   
• Actively participate in regular team meetings to discuss current projects and workflow.  
• Take personal responsibility for regularly exchanging information and training tips with team members for maximum job effectiveness. 
• Cope successfully with office demands, remaining calm under pressure. 
• Proactive Problem-Solving – Anticipate and resolve before escalation
• Judgment & Discretion – Navigate complexity with senior stakeholders
• Workflow Management – Own full lifecycle with accountability
• Communication – Clear, concise, solution-focused
• Business Partnership – Service mindset with strategic value-add
• Technology Proficiency – AI, automation, continuous upskilling
• Organizational Excellence – Detail-oriented, multi-tasking across portfolios
• Accountability – Follow-through and ownership
• Relationship Management – Build trust across all levels
• Adaptability – Thrive in dynamic, high-pressure environments

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position. If you need assistance to accommodate a disability, please contact HR.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

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